USPA

The case management system shall be used for the registration of cases and documents, preparation of cases, the making and implementation of decisions and the supervision of the processing phases.

Registering enables the monitoring of cases and the recording of new documents. The system can be used to produce statistics and reports on processed cases.

The system serves as an electronic archive of documents and a search register for permanently stored and fixed-term stored documents.

The system includes a record/case register, document management, a customer register and any integrations to other systems.

The system shall be used to process cases (and related documents) pursuant to the Regional State Administrative Agencies’ information management system (TOJ).

The processing of your personal data is based on Article 6 (1)(c) of the EU General Data Protection Regulation (EU 2016/679), i.e. processing required compliance with the Regional State Administrative Agency’s statutory obligation.

In accordance with Article 9, section 2(g) of the EU General Data Protection Regulation (EU 2016/679) we process special categories of personal data for reasons of substantial public interest, on the basis of Union or Member State law.

This is also provided for in section 6, subsection 1, paragraph 2 of the Data Protection Act (1050/2018).

Information Management Act, Archives Act

The following data will be recorded into the register:

• Last name of the client
• First name(s) of the client
• The client's address
• Telephone number of the client
• Email address of the client

In addition, the register contains personal data contained in documents received and created in connection with the processing of cases.

Data sources generated by the controller's own activities and by the data subjects themselves.

Personal data are not regularly disclosed to third parties.

Public personal data included in the case management system is given for viewing when requested.

Data included in the register shall be disclosed in accordance with sections 13 and 16(3) of the Act on the Openness of Government Activities (621/1999).

Confidential data shall only be disclosed with the consent of the data subject, upon request by the data subject in accordance with the Act on the Openness of Government Activities, or based on legal rights.

Personal data are not transferred outside the EU or the EEA.

The documents and the personal data contained in them are stored for the storage period specified in the information management plan.

The use of the case management system is limited to the extent required by the tasks of Regional State Administrative Agency employees and protected with user IDs and passwords.
Cases are divided into public and confidential cases.

The rights to read and edit cases and case documents are restricted by access rights granted on the basis of the duties of officials.

The data shall be protected with the technical protection of servers, physical protection of premises, access control, data communications protection and backup copying of data.

Manual material shall be stored on locked premises with restricted access.

The processing of your personal data also does not involve automatic decision-making or profiling.

The controllers in accordance with this notification are:

Regional State Administrative Agency for Southern Finland
Area of jurisdiction: regions of Uusimaa, Kanta-Häme, Päijät-Häme, Kymenlaakso, South Karelia, Southwest Finland and Satakunta
Visiting address: Wähäjärvenkatu 6, Hämeenlinna
Postal address: P.O. Box 1, 13035 AVI, Finland
Telephone: +358 295 016 000
Registry: kirjaamo.etela(at)avi.fi

Regional State Administrative Agency for Eastern Finland
Area of jurisdiction: regions of South Savo, North Savo and North Karelia
Visiting address: Raatihuoneenkatu 5, Mikkeli
Postal address: P.O. Box 2, 13035 AVI, Finland
Telephone: +358 295 016 000
Registry: kirjaamo.ita(at)avi.fi

Regional State Administrative Agency for Lapland
Area of jurisdiction: region of Lapland
Visiting address: Valtakatu 2, Rovaniemi
Postal address: P.O. Box 3, 13035 AVI, Finland
Telephone: +358 295 016 000
Registry: kirjaamo.lappi(at)avi.fi

Regional State Administrative Agency for Southwestern Finland
Area of jurisdiction: regions of Southwest Finland and Satakunta
Visiting address: Itsenäisyydenaukio 2, Turku
Postal address: P.O. Box 4, 13035 AVI, Finland
Telephone: +358 295 016 000
Registry: kirjaamo.lounais(at)avi.fi

Regional State Administrative Agency for Western and inland Finland
Area of jurisdiction: regions of Pirkanmaa, Central Finland, South Ostrobothnia, Ostrobothnia and Central Ostrobothnia
Visiting address: Wolffintie 35, Vaasa
Postal address: P.O. Box 5, 13035 AVI, Finland
Telephone: +358 295 016 000
Registry: kirjaamo.lansi(at)avi.fi

Regional State Administrative Agency for Northern Finland
Area of Jurisdiction: regions of North Ostrobothnia, Kainuu and Lapland
Visiting address: Linnankatu 3, Oulu
Postal address: P.O. Box 6, 13035 AVI, Finland
Telephone: +358 295 016 000
Registry: kirjaamo.pohjois(at)avi.fi

KEHA centre

Regional State Administrative Agency for Southern Finland
Visiting address: Wähäjärvenkatu 6, Hämeenlinna
Postal address: P.O. Box 1, 13035 AVI, Finland
Telephone: +358 295 016 000
Registry: kirjaamo.etela(at)avi.fi

Regional State Administrative Agency for Eastern Finland
Visiting address: Raatihuoneenkatu 5, Mikkeli
Postal address: P.O. Box 2, 13035 AVI, Finland
Telephone: +358 295 016 000
Registry: kirjaamo.ita(at)avi.fi

Regional State Administrative Agency for Lapland
Visiting address: Valtakatu 2, Rovaniemi
Postal address: P.O. Box 3, 13035 AVI, Finland
Telephone: +358 295 016 000
Registry: kirjaamo.lappi(at)avi.fi

Regional State Administrative Agency for Southwestern Finland
Visiting address: Itsenäisyydenaukio 2, Turku
Postal address: P.O. Box 4, 13035 AVI, Finland
Telephone: +358 295 016 000
Registry: kirjaamo.lounais(at)avi.fi

Regional State Administrative Agency for Western and inland Finland
Visiting address: Wolffintie 35, Vaasa
Postal address: P.O. Box 5, 13035 AVI, Finland
Telephone: +358 295 016 000
Registry: kirjaamo.lansi(at)avi.fi

Regional State Administrative Agency for Northern Finland
Visiting address: Linnankatu 3, Oulu
Postal address: P.O. Box 6, 13035 AVI, Finland
Telephone: +358 295 016 000
Registry: kirjaamo.pohjois(at)avi.fi

Right to be informed of the processing of personal data 

You have the right to know what we use your information for and how. 

The aim of this notification is to give you an overall idea of the processing of personal data that is the subject of this notification at the Regional State Administrative Agency. If you feel that this notification does not give you the overall idea we are aiming to provide, we have failed in our goal. In this case and whenever you have questions about the processing of personal data by Regional State Administrative Agencies, you can contact the Data Protection Officer for the Regional State Administrative Agencies (see contact details below).

Right to access to your personal data 

You can request and receive a copy to your personal data that we have in our register by sending a signed information request form by letter or email to the Regional State Administrative Agency's registry. We will implement your request unless we have a legitimate reason to refuse realising your rights.

You have the right to receive information about whether we process your personal data in our activities. If we do not process your personal data, you have the right to be informed about this as well.

Form: Request to access personal data (in Finnish)

Send a written request to the Regional State Administrative Agency’s registry.

Right to request that inaccuracies be corrected and missing information be added 

If you notice any omissions or inaccuracies in your personal data, you have the right to request that we update these. In such a case, we ask that you indicate which information is incorrect and how the information should be changed or which information should be supplemented and how. 

Form: Request for the correction of inaccurate personal data and to restrict the use of personal data (in Finnish)

Send a written request to the Regional State Administrative Agency’s registry.

Restricting the use of your information 

If you believe that the information we are processing that concerns you is incorrect, that it is being processed unlawfully, or you oppose the processing of your information, you may ask us to restrict the processing of your information.  

Form: Request for the correction of inaccurate personal data and to restrict the use of personal data (in Finnish)

In that case, we can only process your data 

• with your consent 
• if we need the data for the purpose of establishing, submitting or defending a legal claim 
• in the public interest 
• to protect the rights of another person. 

If we limit the processing of your data on the basis of your request, we are obligated, as far as possible, to notify all those to whom the data was previously disclosed. 

Send a written data restriction request to the Regional State Administrative Agency’s registry. 

Right to object to the processing of personal data 

You have the right to object to us processing your personal data. You can do so at any time giving reasons related to your specific personal situation.

In that case, we will no longer be allowed to process your personal data unless there is a significant and substantiated reason that supersedes your interests, rights and freedoms, or if the processing of the data is necessary to establish, present or defend a legal claim. 

Send your written and justified request to the Regional State Administrative Agency's registry. 

If you believe that your personal data has been processed in a manner that is violated to the law, you can file a complaint or complain to the Office of the Data Protection Ombudsman about the processing of your data. However, we recommend that you first contact the Regional State Administrative Agencies' Data Protection Officer (see contact details below).

Contact information for the Data Protection Officer and further information on data protection
Office of the Data Protection Ombudsman